Data Protection Policy

This privacy notice tells you what kind of data we have about you as an employee at Collaborate, as well as anyone who is working with us, such as freelancers, suppliers and clients. It also explains how we use that info, how long we keep it, and other important details about your data.

Collaborate knows its responsibilities under data protection laws like the GDPR and is committed to handling your data securely and transparently. This notice applies to current and former employees, as well as anyone who has worked with us.

We're the ones in charge of your personal data as a data controller. Here's how we handle it:

·         We process your data fairly, lawfully, and transparently.

·         We collect your data only for reasons related to your employment and explain why.

·         We use your data only as we've told you.

·         We make sure your data is accurate and up to date.

·         We keep your data only as long as we need it and make sure it's secure.

We have various types of data about you, such as your personal details (name, address, date of birth, email, phone numbers), and other things like gender, marital status, emergency contacts, health information, and more. We might also have data from your CV, including references, education, and employment history. Additionally, we keep documents related to your right to work, driving license, bank details, tax codes, and National Insurance number. We also maintain records of your job titles, performance, leave, and even training details.

We collect this data through different methods, like recruitment processes where we get info directly from you.

We handle your personal information in compliance with data protection laws, ensuring your privacy and data security.

According to the law, we can only process your data for specific reasons, like fulfilling the employment contract, legal obligations, our legitimate interests, protecting your interests, public interest, or with your consent.

Certain types of data, known as special categories, like health, sexual orientation, race, etc., have stricter guidelines for processing. We may process these categories when you've given explicit consent, when there's a legal obligation, for substantial public interest, or if you've already made the data public. We use this data for equal opportunities monitoring, sickness absence management, and determining reasonable adjustments.

We only collect criminal conviction data if relevant to your role and allowed by law. It's usually collected during recruitment but may also be obtained during employment.

We understand your concerns about sharing data, but in some cases, providing specific information is necessary for us to fulfil our obligations or meet legal requirements. We handle your data responsibly and ensure confidentiality and security.

Your data may be shared with colleagues within Collaborate, for necessary tasks like management, record-keeping, and payroll. In certain situations, we may share data with third parties due to legal obligations or during company sale/restructure. Rest assured; we don't share your data with organizations outside the European Economic Area (EEA). We ensure these third parties handle your data securely and comply with data protection regulations.

We're committed to protecting your data against loss, disclosure, destruction, and misuse.

We retain your data for the duration of your employment and, in some cases, even after it ends, as required.

You have certain rights regarding your data:

·         The right to be informed: We're doing that through this privacy notice.

·         The right of access: You can request access to the data we hold about you.

·         The right to correct inaccuracies: If we have incomplete or incorrect data, you can ask us to fix it.

·         The right to delete information: You can request the deletion of your data when there's no longer a reason for us to process it.

·         The right to restrict processing: If you believe the data is incorrect, we'll stop processing it until it's corrected.

·         The right to data portability: You can transfer your data for your own purposes.

·         The right to object: You can object to our use of your data based on our legitimate interests.

·         The right to control automated decision-making: You have the right not to be subject to automated decisions that impact your legal rights.

If you've given consent, you can withdraw it anytime without negative consequences. However, we may still be able to use your data if there are other lawful reasons. Your data protection rights are essential to us, and we respect your choices.

Collaborate has appointed the Financial Director, Abi, as the person with responsibility for data protection compliance within the Company. They can be contacted at abi@collaborateglobal.com. Questions about this policy, to exercise your rights, or requests for further information, should be directed to them.

The Information Commissioner's Office (ICO) is the supervisory authority for data protection in the UK. If you think we've violated your rights, you can lodge a complaint with the ICO.